Executive Assistant to the Vice President for Democracy

The Brennan Center for Justice at NYU School of Law is a nonpartisan law and policy institute that seeks to improve our systems of democracy and justice for all. We work to hold our political institutions and laws accountable to the twin American ideals of democracy and equal justice for all. Among our core priorities, we fight to protect voting rights, end mass incarceration, strengthen checks and balances, and preserve Constitutional protection in the fight against terrorism. Part think tank, part advocacy group, part cutting-edge communications hub, we start with rigorous research. We craft innovative policies. And we fight for them — in Congress and the states, the courts, and in the court of public opinion.  

The Brennan Center’s Democracy Program advances and defends core democratic values and includes projects dedicated to stopping vote suppression, expanding the right to vote; and improving the administration of our election systems; reducing the corrupting influence of money in politics; maintaining the impartiality of the judiciary; and promoting a fair and equitable redistricting and census process. The program seeks to bring the ideal of representative self-government closer to reality by eliminating barriers to full and equal political participation, by countering racial discrimination in our electoral and political systems, and by striving to ensure that public policy and institutions represent and reflect the diverse voices and interests that make for a rich democracy. 

We seek a motivated, well-organized individual to provide executive administrative support to the Vice President for Democracy, who helps manage the organization as part of the executive team and oversees the Center’s democracy-related advocacy and programmatic work. 

The Executive Assistant provides executive-level support to the Vice President and will work closely with her on all aspects of her role in managing the Brennan Center’s largest program comprising roughly forty-five people in New York and Washington D.C. and in helping to manage the organization as part of the Executive Team. They will work closely with the Vice President to keep the entire program organized and on-task and push advocacy goals during this critical moment for our democracy. Responsibilities include managing email correspondence; scheduling; coordinating travel and expense management; helping prepare for media appearances; managing meeting logistics; producing, proofreading, and formatting documents; and assisting with public events. The Executive Assistant will participate in the management of the organization and will interact with staff colleagues, Board of Directors members, donors, and journalists, among others. This role will also support and assist the Vice President for Democracy in connection with her confidential Executive leadership responsibilities, which include formulating organizational plans and polices that impact staff within Democracy and across the organization and management of the organization.  The job is fast-paced and at the center of a hard-hitting, ambitious organization.  

This position is located in-person at our New York office. The ideal candidate is an organized individual with experience working with managers in government, nonprofits, journalism, academia, or the private sector. 

Note: This position is based at our headquarters in New York City.  
 

Responsibilities: 

• Supporting and working closely with the Vice President on all aspects of program administration, including organizing program meetings, compiling and editing quarterly board reports, and creating systems to manage the Vice President’s workflow 

• Screening emails and phone calls, ensuring timely responses and work internally and externally 

• Managing the Vice President’s calendar, scheduling internal and external meetings   

• Supporting and working closely with the Vice resident on all aspects of her role in the public and media, including relations with staff, board, donors, allies, public officials and media outlets  

• Making travel arrangements for work-related events 

• Assisting with fundraising, including donor relations and events, and participate in fundraising team meetings 

• Working with others to coordinate organizational projects and meetings, including executive team and Board of Directors meetings  

• Organizing mailings, maintaining contact lists, and other inter-department initiatives  

• Ensuring the Vice President is prepared for meetings (including compiling and printing relevant documents), and helping prepare her for frequent television, radio and media appearances   

• Preparing and proofreading correspondence on behalf of the Vice President  

• Managing the Vice President's expense reports and lobbying disclosures 

• Facilitating invoices, contracts, personnel requests, and other documents requiring the Vice President's approval 

• Collaborating and coordinating with other executive assistants, special assistants and program support staff    

• Helping to manage and train junior staff in connection with administrative work 

• Keeping informed about major projects in the Democracy Program; staying abreast of current priorities as they relate to the Program and broader organization’s goals and strategy 
   

Other Responsibilities May Include:  

• Owning logistics and work for ad-hoc special projects, such as planning strategic work retreats and other program-wide efforts 

• Organizing events series and/or brown bags with lawmakers, journalists, allies, community organizers, and others 

• Producing background memos for meetings with lawmakers, journalists, donors, and others Compiling and coordinating on-boarding materials for new program staff  
   

Qualifications:  

• Experience as an Executive Assistant or special assistant to leadership in government, politics, nonprofit management, law, or business 

• At least 5 years of experience providing executive level administrative support 

• A bachelor’s degree 

• Keen attention to detail; an ability to start and complete projects with little day-to-day supervision 

• Very well organized with a commitment to excellence and integrity  

• Ability to multi-task, be flexible, stay organized under pressure, and adjust to changing demands and circumstances 

• Professional and self-confident interpersonal skills – the job requires frequent interaction with diverse individuals, including board members, staff leaders, and funders 

• Ability to professionally handle confidential information, including related to fundraising, management, and personnel issues 

• Strong written and oral communication skills.  

• Flexibility and a sense of humor 

• Research-savvy; internet and resource proficient 

• Proficiency in MS Office applications required 

• A willingness to work overtime hours to meet important deadlines or complete urgent projects 

The Brennan Center is committed to advancing diversity, equity, and inclusion in the workplace. We continuously work with our staff to find new ways to increase diversity and to build and cultivate an inclusive and equitable work environment, where everyone can be their true self and feel a strong sense of belonging. As such, we seek to hire employees who have a commitment to and/or experience with diversity, equity, and inclusion. In addition, we expect employees to participate/contribute with DEI initiatives or activities with recruitment, retention, and workplace culture.  

Position Start Date: Position Available Immediately  

Application: To apply, please visit [this link] and upload the following documents: (1) a cover letter, (2) resume, (3) one 2 page writing sample demonstrating your communication skills (optional), and (4) contact information for three references. Applications will be considered on a rolling basis, and decisions will be made as soon as an appropriate candidate is identified. We prefer applications to be submitted through our website. If you have difficulty uploading these items as one document, e-mail them to [email protected] with “Executive Assistant to the VP of Democracy” in the subject line. 

Compensation and Benefits: 
The salary range assigned for this position is $83,000 – $90,000.  We determine our salary ranges based on market competitiveness and internal equity for each job. The salary offered a selected candidate will be contingent upon the candidate’s experience, qualifications and internal equity considerations. Additionally, we offer a very robust and competitive array of benefits such as a generous time off program, 401k plan, comprehensive health insurance (medical, dental, and vision), and wellness and office perks. 

Note: The Brennan Center is committed to public health and to the safety and wellbeing of our colleagues and visitors.  As such, we have adopted a policy requiring all employees working in the New York and Washington, DC offices to be vaccinated against COVID-19 or to meet the legal guidelines for an exemption. 

The Brennan Center for Justice is committed to a workplace based on equal opportunity and a strong belief in the increased effectiveness that comes from a diverse workforce. To this end, Brennan Center

• Welcomes applicants with disabilities and applicants of all races, ethnicities, gender identities, socioeconomic identities, sexual orientations, and national origin or citizenship, including people who have been previously incarcerated;
• Hires diverse candidates and works to improve our recruitment practices to allow for such
• Creates a workplace where true diversity is fostered and different perspectives are valued and freely exchanged;
• Ensures that all members of the Brennan Center community feel welcome and respected, and have equal opportunities to thrive and advance within the institution; and
• Is committed to supporting low-income communities and communities of color particularly affected by social inequities.